How do we track non-billable time? We need a tool that highlights "bench time" so we can deploy idle resources faster.

If the goal is “show me who is genuinely on the bench so we can staff them quickly,” I’d separate non-billable time from unallocated capacity.

A useful model is:

• Billable: time charged to client work.
• Non-billable productive: training, proposals, internal initiatives, management, etc.
• PTO/unavailable: vacation, holidays, leave.
• Bench: available working capacity with no confirmed client allocation.
• At-risk bench: currently allocated, but the assignment ends within, say, 2–4 weeks and no subsequent work is scheduled.

That distinction matters because someone can have 20 hours of non-billable work and still have zero bench capacity. Microsoft Dynamics, for example, calculates utilization from actual approved time and resource capacity, while Mosaic explicitly separates historical billable/non-billable utilization from forward-looking workload/capacity.Microsoft Learn+1

Tools I'd shortlist

Tool	What it gives you	Fit for your use case
Mosaic	Planned workload vs. capacity, utilization reports, and role demand; its utilization report explicitly separates billable/non-billable time.Mosaic Support+1	Strong if you want a visual “who has room?” staffing view
Kantata	Resource capacity planning, skills availability, utilization, and real-time bench information.Kantata	Strong for a larger professional-services/resource-management operation
Project Operations

The dashboard I'd build

The key screen should look something like:

Available for deployment now

Then allow staffing managers to filter by skill, geography, seniority, availability date, client/project, and utilization.

Most importantly, don't make “non-billable” synonymous with “bench.” Industry guidance also distinguishes necessary non-billable activities from genuine underutilization; otherwise you'll flag people who are productively occupied.Kantata

My practical recommendation: if you're primarily trying to deploy idle resources faster, prioritize a tool with forward-looking capacity/resource planning rather than buying a time tracker alone. Mosaic and Kantata are particularly aligned with that requirement.

Tracking "bench time" and minimizing idle resources requires moving past basic timesheets into resource utilization tracking and Professional Services Automation (PSA) or capacity planning tools . Traditional time trackers tell you where time went, but resource management tools tell you who is available right now and who is rolling off a project soon.

To highlight bench time and deploy idle resources faster, implement a workflow using these recommended tool categories and practices:

1. Dedicated Resource Management & Capacity Planning Tools

These platforms feature visual schedulers and utilization dashboards that explicitly spotlight who is unassigned or under-allocated.

• • Float : Highly visual, drag-and-drop resource scheduling. It displays real-time utilization percentages and highlights team members with open capacity or zero allocations (the bench).[reddit.com](https://www.reddit.com/r/consulting/comments/1qwzc1z/what_tool_do_you_use_for_resource_scheduling/)
• • Resource Guru : Known for a clean, fast interface to track staff availability, equipment, and non-billable placeholder projects.[reddit.com](https://www.reddit.com/r/consulting/comments/1qwzc1z/what_tool_do_you_use_for_resource_scheduling/)
• • Kantata : A robust PSA platform built specifically for professional services and consultancies. It deeply links time-tracking data with forecasting, margin analysis, and bench optimization.[reddit.com](https://www.reddit.com/r/consulting/comments/1qwzc1z/what_tool_do_you_use_for_resource_scheduling/)

2. Time Tracking with Advanced Utilization Reporting

If you prefer a pure time-tracking solution that explicitly splits billable vs. non-billable codes:

• • Harvest : Allows you to set up a dedicated client/project code called "Internal" or "Bench" with specific sub-tasks like Training, Business Development, or Unassigned . Its reporting suite visualizes billable versus non-billable percentages per employee.
• • Clockify : Free-to-start option where you can categorize all internal waiting time under a non-billable tag to pull instant utilization reports across departments.

Best Practices to Operationalize "Bench Time" Tracking

1. Mandate a "Bench / Between Projects" Project Code:
   Create a permanent project in your system named 0000-Internal-Bench . Whenever a resource finishes a client project or rolls off early, their hours must be logged directly to this code so the dashboard immediately triggers a flag.
2. Define Target Utilization Thresholds:
   Set clear baselines (e.g., target billability of $80%$). Anyone tracking more than a set number of hours a week to internal/non-billable codes automatically surfaces at the top of your resource manager's weekly availability report.
3. Combine Time Data with Future Forecasting:
   Real-time reaction to the bench is good, but proactive deployment is better. Use tools that let you see project end dates in advance so you can pipeline upcoming available resources into new sales pitches or incoming projects before they ever hit a zero-allocation state.

If you want to narrow this down, tell me:

• How large is your team/firm?
• Do you prefer a lightweight scheduler or a full enterprise PSA suite?

I can give you a tailored recommendation and setup workflow.

If the goal is “make bench time visible early enough that staffing can act on it,” I’d treat this as a resource-utilization problem, not just a timesheet problem.

A good setup should distinguish:

• Billable time — client/project delivery.
• Non-billable productive time — internal initiatives, training, proposals, presales, etc.
• Available capacity — contracted working time minus PTO/leave.
• Bench time — available capacity with no meaningful project allocation.
• Under-allocation risk — someone who is scheduled below their target utilization in the coming weeks.

What the tool should show

The most useful dashboard would have a Bench/Risk view with:

I'd also put skills, availability, project demand, and upcoming project start dates alongside the time data. Otherwise you're identifying idle people without answering the more important question: where can we deploy them?

Tools worth looking at

Several current products explicitly support this workflow:

• Teamwork.com — combines resource capacity, utilization, project work, and margin, and specifically describes catching bench time through real-time visibility.Teamwork
• Tempo — particularly relevant if you're already using Jira. It connects billable/non-billable time with capacity planning and lets managers see utilization and available capacity.Tempo.io
• ClockIt — combines billable/non-billable time tracking with project scheduling, capacity planning, and resource allocation.ClockIt
• Timewize — purpose-built around professional-services resourcing, with utilization, bench, allocation, and approved time tied together.TimeWize

The key design decision

I wouldn't define bench = “non-billable.” Someone doing presales, training, or internal development is non-billable but isn't necessarily idle.

Instead:

Bench hours = available working hours − committed project allocation

Then use actual timesheets to explain why those hours were non-billable.

That gives leadership two different signals: “Who isn't allocated?” and “Where is everyone's time actually going?”—which are much more actionable than a generic non-billable percentage.

To effectively track non-billable time and surface idle resources (bench time) quickly, a basic time-tracking app won’t cut it. You need a solution that bridges timesheets with capacity planning and resource scheduling.

When the goal is deploying idle workers faster, the industry standard is upgrading from a standard time tracker to a Professional Services Automation (PSA) tool or an advanced resource management platform.[operating.app](https://www.operating.app/blog-posts/time-tracking-to-psa-upgrade)

Recommended Tool Categories & Platforms

1. BigTime
   • Best For: Mid-market professional services and consulting firms needing granular resource allocation.
   • Why it highlights bench time: BigTime connects time tracking directly to staff capacity forecasting. It provides real-time utilization dashboards showing who is booked against a project budget and who has unallocated hours, letting you spot unbilled or benched talent instantly.[operating.app](https://www.bigtime.net/glossary/what-are-resource-management/)
2. Kantata (formerly Mavenlink / Kimble)
   • Best For: Enterprise-grade resource governance and skills-based deployment.
   • Why it highlights bench time: It features powerful resource scheduling matrices and skills inventories. If a project ends or gets delayed, the resource manager immediately sees the person's status flip back to available/benched against total capacity.[operating.app](https://www.milientsoftware.com/blog/time-tracking-software-for-consultants)
3. Scoro or Productive
   • Best For: Creative, marketing, and IT agencies looking for an all-in-one platform.
   • Why it highlights bench time: They combine project management, CRM, and utilization tracking in a single view. Color-coded scheduling calendars make it obvious which team members have empty blocks in their upcoming weeks.
4. Harvest or Toggl Track (For smaller teams on a budget)
   • Best For: Small teams that just need lightweight non-billable categorization without a heavy enterprise cost.
   • Why it highlights bench time: You can set up a dedicated project or task code named "Internal / Bench / Between Projects." Employees log their hours there when idle. You will have to build custom utilization reports or export to a BI tool to get a live "bench alert," but it works for basic tracking.[operating.app](https://www.youtube.com/watch?v=slGwAiuQvuY&t=127)

Step-by-Step Implementation Blueprint

1. Establish Dedicated "Bench" Codes
   Create a non-billable client/project code called "Internal – Bench / Unallocated." If an employee isn't working on billable client work or mandatory internal overhead (like training or admin), they must log hours to this specific code.
2. Define Total Capacity vs. Allocation
   Configure your tool with standard working hours (8 hours/day or 40 hours/week) to establish baseline capacity.
3. Set Up Real-Time Utilization Dashboards
   Configure your dashboard to calculate:
   Utilization Rate=Billable Hours Total Available Capacity×100%Utilization Rate equals the fraction with numerator Billable Hours and denominator Total Available Capacity end-fraction cross 100 %U t i l i z a t i o n R a t e=B i l l a b l e H o u r s T o t a l A v a i l a b l e C a p a c i t y×1 0 0%
   Monitor the delta to see precisely who is sitting at 0% or low percentages on the bench.
4. Maintain a Skills Matrix
   Ensure your chosen platform links time/availability data with a skills tag (e.g., Python, Salesforce, UI Design). When a resource drops onto the bench, you can filter your idle pool by skill set to redeploy them immediately.

If you'd like to narrow this down, let me know:

• How large is your team/resource pool?
• Do you currently use a specific CRM or project management tool (like Jira, Salesforce, or Asana) that the tool needs to integrate with?

If the goal is not just to record non-billable hours, but to identify people who are becoming available and redeploy them quickly, I’d treat “bench time” as a resource-management signal, not simply a time-sheet category.

What the tool should track

For each person, show:

• Billable hours — client/project work
• Non-billable productive hours — training, internal initiatives, proposals, etc.
• Unallocated/bench hours — available capacity with no meaningful assignment
• Upcoming availability — when their current assignment ends
• Skills/role — so available people can be matched to open demand
• Utilization % — actual vs. available capacity
• Days on bench — with escalating alerts
• Upcoming demand — open projects/staffing requests they could fill

The key distinction is non-billable ≠ bench. Someone spending 20 hours on internal R&D isn't necessarily idle. You want the dashboard to specifically flag avoidable unallocated capacity. That distinction is also important in professional-services utilization reporting.Kantata+1

A useful “Bench Radar” dashboard

I'd make the primary screen something like:

Then color-code:

• 🟢 0–10% bench — normal
• 🟡 10–25% — watch
• 🟠 25–50% — staffing action
• 🔴 50%+ — immediate redeployment

And crucially, clicking a red person should immediately show suitable open assignments, rather than making a resource manager search through spreadsheets.

Tools I'd consider

If you're evaluating rather than building this internally:

• Kantata — strongest fit if you're a larger professional-services organization. It combines time tracking, utilization, capacity planning, skills, staffing requests and resource forecasting; its dashboards specifically expose bench information and availability.Kantata+1
• Tempo — particularly attractive if your delivery organization already runs heavily on Jira. It can classify billable/non-billable time and provide utilization and capacity visibility in the Jira environment.Tempo.io+1
• Float — better if your primary need is straightforward scheduling, availability and resource allocation rather than a full PSA.Kantata

My recommendation: if “deploy idle resources faster” is the actual business objective, don't buy a tool based on time tracking alone. Look for time + capacity + skills + demand/pipeline + staffing workflow in one system. That turns a report saying “Alex has 18 hours of non-billable time” into an actionable alert saying “Alex is available now and matches these three open engagements.”Kantata

If you tell me your approximate team size, current systems (e.g. Salesforce/Jira/Workday), and whether you're a consulting/agency/software-services organization, I can narrow this to 2–3 tools and give you a practical implementation design.

Tracking non-billable and "bench time" effectively requires shifting from basic time-tracking apps (which just tell you where time went ) to Resource Management or Professional Services Automation (PSA) software . These platforms contrast total employee capacity against allocated project hours to immediately surface who is idle or underutilized.belitsoft.com [belitsoft.com](https://belitsoft.com/professional-services-automation-software)

How to Track It Operationally

1. Define "Bench" as a Project/Client Code: Set up an internal client or project called "General Overhead" or "Unassigned/Bench" in your system. Whenever an employee isn't staffed on a billable client project, they log their hours directly to this code with specific sub-categories (e.g., internal training, business development, or true idle/waiting time).
2. Track Capacity vs. Allocation: The tool must know each person’s target capacity (e.g., 40 hours/week). Utilization is calculated via the formula:
   Utilization Rate=Billable Hours Total Capacity Hours×100%Utilization Rate equals the fraction with numerator Billable Hours and denominator Total Capacity Hours end-fraction cross 100 %U t i l i z a t i o n R a t e=B i l l a b l e H o u r s T o t a l C a p a c i t y H o u r s×1 0 0%
   Anything falling below your target threshold automatically highlights the available bandwidth.

Recommended Tools with Bench & Utilization Highlighting

• • Resource Management by Smartsheet : Excellent for portfolio-level visibility. It features an allocation heatmap that visualizes over- and under-utilized team members at a glance, tracking total capacity versus scheduled capacity alongside built-in time tracking.
• • Kantata (formerly Mavenlink): A robust enterprise-level Professional Services Automation (PSA) tool built specifically to optimize resource utilization, forecast staff availability, and reduce bench time through comprehensive reporting.youtube.com [belitsoft.com](https://www.youtube.com/watch?v=7h_EdELlfTw)
• • ClickUp : A flexible work OS with native time tracking where entries are non-billable by default. Its Workload View compares actual team hours against predefined capacities, making it a lighter and more budget-friendly way to spot resource gaps.youtube.com []()

To help narrow down the right platform, let me know:

• How large is the resource pool you're tracking?
• Do you need financial forecasting and invoicing bundled in, or strictly resource allocation and scheduling?

Yes. The key is to track non-billable time as a staffing signal, not just as a timesheet category.

Modern professional-services resource tools increasingly combine time tracking with capacity/utilization data specifically to identify underutilized people and reduce bench time.Saviom+1

What I’d implement

Create a Bench Dashboard with one row per person:

• Billable hours — actual client/project time
• Non-billable hours — internal work, training, PTO, admin, etc.
• Unallocated capacity — scheduled working hours with no assignment
• Bench days — consecutive days below a utilization threshold
• Skills / role / seniority
• Current project end date
• Availability date
• Potential matching opportunities from the sales/project pipeline
• Bench risk — e.g. 🟢 <3 days, 🟡 3–7 days, 🔴 >7 days

The important distinction is unallocated capacity vs. legitimate non-billable work. Someone spending 30 hours on internal R&D isn't necessarily "on the bench"; someone with 30 hours of completely unassigned capacity probably is.

Tool shortlist

If you're looking to buy rather than build:

• SAVIOM — probably the strongest fit if reducing bench time and redeploying people quickly is the primary objective. It specifically provides utilization/bench visibility, capacity planning, skills matching and demand-vs-capacity planning.Saviom+1
• Retain — good if you want resource scheduling + timesheets + skills-based matching. It provides utilization dashboards that separate billable/non-billable hours and availability heatmaps.The Digital Project Manager+1
• Productive — attractive for smaller/midsize agencies or consultancies that want resource planning, time tracking, budgets and profitability in one system.The Digital Project Manager

My recommendation: if your primary KPI is "How quickly can we get an idle consultant onto revenue-generating work?", I'd prioritize SAVIOM or Retain over a simple time tracker. A timesheet tells you where someone's hours went; resource-management software tells you who is available, when they're available, what they can do, and what work could absorb them.Saviom+1

If you tell me your approximate team size (e.g. 50, 500, 5,000) and whether you're consulting, IT services, engineering, or an agency, I can narrow this to the 2–3 best tools and a suggested bench-time dashboard design.